Overview

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• The UCSD Budget vs Actual report provides the user with budget, actual, carryforward balance, and budget variances in a profit and loss statement format
• Any row in the report may be expanded to display the detailed account balances that make up the row amount

Critical Concepts

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• User roles: General Ledger Inquiry and Reporting JR and BI Consumer JR are required to run report
• Budget data includes the total operating budget, both recurring and one-time, and comes from the Oracle EPBCS Planning and Budgeting system
  
  • Data in the budget column does not include carryforward balances; carryforward balance is reported at the bottom of the report
• The July 1 carryforward balance in Account 300000 is reported
• Net Position is added to the July 1 carryforward balance to calculate Ending Balance
• Net Position calculation:  Total Resources – Total Expenses
• Ending Balance calculation:  Net Position + Carryforward Balance
• Unfavorable variances display with parentheses ( ); favorable variances have no parentheses
• Report rows use the managerial view of the account hierarchy known as the managerial reporting account hierarchy, not the standard financial account hierarchy
• Report data is YTD for the Accounting Period selected
• The report can be run for any of these attributes:
  
  • Current year accounting period
  • Financial Unit or any level in the Financial Unit hierarchy
  • All Funds, Core Funds only, or any specific Fund or multiple Funds
  • Project, however no budget data is available for Projects

Steps to Take

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How to Access and Review the UCSD Budget vs Actual Report 

1. Go to bah.ucsd.edu
2. Navigate to the Budget & Finance tab, click on the Budget and Financial Management Reports Panorama
3. Select Run report on the pop-up menu, and log into Oracle via UCSD Single Sign-On
4. Under Oracle BI Managerial Reports, select Budget vs Actual, and select ‘Click here to run the Budget vs Actual report’ in blue hyperlink
   
   
   
   
5. In Enter Accounting Period End
   
   1. Either enter the Accounting Period directly in the prompt box using the format Mmm-YY, e.g. Sep-20, other month values are Oct-20, Nov-20, Dec-20, Jan-21, etc.
   2. Only select one Accounting Period as the Accounting Period is YTD
   3. To select the Accounting Period from the list, click the search box to the right of field
   4. Once the period is selected from the list on the left, click the > icon to move under Name column
   5. If there is an Accounting Period under Name column, that is unwanted, click the < icon to remove it
   6. Click OK at the bottom of the screen when complete
      
      
      
      
      
      
6. In Enter Financial Unit, there are two options for entering the Financial Unit:
   
   Option 1 – Enter the 7-digit Financial Unit number directly into the field, recommended method
   
   Option 2 – Search for the Financial Unit or the Financial Unit level using the hierarchy, the steps to accomplish this are below:
   
   
   1. To the right of the Enter Financial Unit field, click the search icon
      
      
   2. Expand FINANCIAL UNIT folder
      
      
   3. Expand UCSD_FIN_UNIT_T-UCSD_FIN_UNIT_T_V1 folder
      
      
      
      
   4. Click on the Menu  icon on the top left of the screen, under the word Find: and uncheck the value Name, screen displays below
      
      
      
      
      
   5. Expand 160000AA-UC San Diego, this is the top level of the Financial Unit hierarchy
      
      
   6. Drill down to the Financial Unit level hierarchy or down to the desired Fin Unit by expanding each level, select the desired level/Fin Unit box, e.g. select the VC CFO unit
      
      
   7. Click the > icon in the middle of the screen to move this selection to the Name column
      
      
      
   8. Select the All FINANCIAL UNIT Values box in the Name column, and click the < icon to remove it
   9. The Name column should only have the selected values, click OK button at the lower right when complete
      
      
      
      
7. In Enter Fund
   
   1. There are two options for entering the fund:
      
      Option 1 – Enter the 5-digit Fund Number directly into the prompt field, recommended method
      
      Option 2 – Use the Fund groupings Core Funds or All Funds, or search for the Fund Number by following these steps:
      
      
      
      
   2. In Enter Fund, to run the Report for:
      
      1. Core Funds only, in Row 1, click on the Core Funds checkbox 
         
         
      2. All Funds, in Row 2, click on the All Fund checkbox 
         
         
      3. A single Fund or multiple Funds, click on the desired Fund Number box
         
         
         1. To search for a Fund Number, at the top of the report, in the Find field, select Name, enter the Fund Number, e.g. enter 13991 and press Enter
         2. To search by Fund Name, change the Find field to Default, enter a search word within 2 asterisks, e.g. enter Tuition to search for Fund Names containing the word Tuition, and press Enter
            
            
            
   3. Once the Fund or Funds are selected, click the > icon in the middle of the screen to move this selection to the Name column
      
      
   4. Select the All FUND Values box on the right side of the screen and click the < icon  in the middle of the screen to remove this selection
   5. The Name column should only have those Fund Numbers desired for Report output, up to 3 are allowed, click the OK button at the lower right when complete
      
      
      
      
8. In Enter Project, there are two options for entering the Project Number:
   
   Option 1 – Enter the 7-digit Project Number directly into the prompt field, recommended method
   
   Option 2 – Search for the Project Number using a keyword
   
   
   1. Expand PROJECT folder
   2. Expand All PROJECT Values folder
   3. In the Find field, select Default, in the Search field, enter a key word between 2 asterisks and press Enter 
   4. Select the desired project(s) by selecting it, click the > icon in the middle of the screen to move this selection to the Name column
   5. Select the All Projects Values box on the right side of the screen and click the < icon in the middle of the screen to remove this selection
   6. The Name column should only have those Projects Numbers desired for Report output, click OK at the lower right when complete
      
      
9. Once all Prompt selections are complete, click OK to generate the report, the report output defaults to HTML preview
   
   
10. To expand all rows to the detail account balances, click on Expand All
    
    1. To drill into the Account Groupings that make up the Total Resources and Total Expenses, click the arrows to the left of the row name
    2. Keep clicking the arrows to drill into the accounts that make up the account groupings
    3. To drill into the Account Balances that make up each line item amount, press the arrows to the left of the row name
11. To view the report in PDF version, in the upper left of the page, select the HTML Preview drop down arrow and select desired output: PDF Preview, Excel, Word or PowerPoint, etc.